Detailed job description and main responsibilities

Main Duties and Responsibilities

Support and manage the patient referral process.

To use electronic patient management system to register, process, check, update and discharge patients

Type appointment letters, clinical letters and discharge letters

Maintain and update accurate patient records in accordance with standard operating procedures including scanning, filing, audio and copy typing  

Respond to all queries, correspondence and issues within department in relation to specialist services

Support the management of the 18 week wait list, escalating any issues to the Lead Practitioner.

Prioritise and manage own workload

Make suggestions and support the Admin Team Leader in introducing changes to administrative systems in line with service modernisation and integration

Support any audits required by the services relating to this department

Produce information and data relating to the services relating to this department, as required

To participate in team meetings and share good practice amongst peers within the organisation

Communication 

Communicate effectively at all levels with parents/carers, colleagues, the general public and external agencies.

Maintain links with other relevant administration staff to ensure support network and common systems of working are developed and when necessary, demonstrate/assist less experienced colleagues with tasks.

To answer queries from doctors, clinicians and other staff, regarding clinics and patients.

Ensure effective communication between clinical staff and administration team using various mediums such as email, Microsoft Teams, and phone calls

To assist with day to day queries into department

Ensure that all information is disseminated to staff as appropriate.

To provide data and information for reports as required

To provide narrative or description to data as required

Ensure clear and effective liaison with other agencies, e.g. Education, Social Services, Police, etc.

To fully understand and work in a manner that recognises the importance of confidentiality and the sensitive nature of the information that is being stored or shared.

Contribute to CCS internal communication strategies ensuring effective two-way communication and engagement within the organisation.

Contribute to CCS external communication strategies to raise awareness and promote the reputation of CCS services. 

Budgetary Responsibility 

Order specialist equipment and consumable for services as required

Receipt goods as required

Monitor use of consumables within own area and identify areas of saving and make changes as required 

People Management 

To demonstrate and train staff within the remit of your tasks

To support staff undergoing induction within your department

Maintain own professional development and requirement to take part in appraisal and KSF process 

Clinical and Practice Governance 

Observe and maintain strict confidentiality with regards to any patient/family/staff/records and information in line with the requirements of the Data Protection Act.

Any data that is taken/shared as part of a phone call or transported, faxed or transferred electronically must be undertaken with regard to the Trust Information Governance and Information Security policies.  

The post holder must adhere to the Trust risk assessment and risk management processes

The post holder must adhere to infection control policies and procedures

Undertake mandatory training and any other training relevant to the role as required by Cambridgeshire Community Services NHS Trust.

The post holder must participate in clinical and other audits as required

The post holder is required to participate in relevant emergency preparedness process for their team.